Administrative Coordinator Jobs

This position will provide broad financial and administrative support to two units, each with different needs, structures, and unique responsibilities, the Committee on the Study of Religion and the Department of Germanic Languages and Literatures. Besides providing financial transactions support, this position will be the lead on events coordination and support in both units, in addition to providing a broad array of administrative support for faculty and students, and occasional front desk coverage.

The Administrative Coordinator performs a broad array of financial transactions and management, including but not limited to:

• Processes Buy2Pay transactions, including registering suppliers/vendors, and entering/coding and orders.
• Pays invoices and processes reimbursements/honoraria as necessary;
• Reconciles P-card and Corporate Card transactions;
• Troubleshoots/resolves payment and financial issues.
• Supports the Director of Administration with financial reports and journal requests.
• Must handle confidential information with highest degree of discretion.
• Assists with Concur set up and acts as delegate if necessary;
• Applies relevant University, FAS financial policy procedures to financial transactions and identifies compliance issues.

The Administrative Coordinator takes the lead in staffing, coordination and support of events for both units:

Primary responsibility for events planning including implementing and staffing selected department social and academic events (lectures, workshops, information gatherings, special occasion, and scholarly meetings/conferences) with management oversight from the Director of Administrator; the Coordinator is expected to proactively prioritize being onsite for all department events, including allocating for prep time and cleanup. Logistical responsibilities include compiling and sending monthly events calendars; securing venues, room reservations/scheduling; creating and disseminating event advertisements and other digital and printed materials; posting event listings to the department website; producing basic printed materials; issuing invitations and RSVP/registration tracking; room setup and breakdown; ordering and setting up catering, bartending, flowers, and other services/items; organizing security and custodial services and requesting equipment; assessing and ordering technical services and equipment; setting up certain self-service technical equipment in seminar rooms; tracking/recording attendance; and onsite staffing. For conferences and meetings that include invited speakers staying overnight, arranging for hotel rooms, and processing travel reimbursements and honoraria as appropriate (see above, under financial processes). On occasion, this position will serve in a support role to set up and execute virtual/hybrid events, manage Zoom platform and host virtual events, and assist with the post-production process for recordings and required accessibility captioning.

The Administrative Coordinator also provides a broad range of administrative support services, shared with other team members, including but not limited to:

• IT troubleshooting and communications with HUIT;
• Website: maintains and updates department websites as necessary with news items, events, announcements, course schedules, staff/faculty/visiting scholar news; updates social media as necessary;
• Course catalog updates and working with the FAS Registrar's office; room bookings; responding to emails received at the department general inbox;
• Assists with onboarding new employees, visiting scholars, etc.;
• Provides general department support to the Department Chairs, Director of Administration, and other members of the department as needed, including front desk coverage. May also assist Director of Administration with specific projects including onboarding/orientations for faculty, staff and students; admissions season processes; and other responsibilities as needed.

Three or more years of administrative / office experience. Education beyond high school may count towards experience.

B.A. preferred; additional work experience may count towards education. Three years' experience in an academic setting strongly preferred. Excellent communication, interpersonal and organizational skills. Excellent writing and editing skills. Experience with social media and graphic design is desirable. Positive attitude with ability to interact professionally and courteously with a diverse range of personalities and styles. Sense of humor important. Ability to handle shifting priorities and work on multiple tasks simultaneously. Ability to effectively problem-solve with high degree of discretion. Strong computer skills and experience using Microsoft Suite applications and Outlook strongly preferred. Willingness to learn new software.

Working knowledge of Oracle Financial Systems; PeopleSoft, Microsoft Office Suite and Outlook; knowledge of Harvard systems desirable.
All formal written offers will be made by FAS Human Resources.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.